CRFQ DOT2600000030 Inst to Vendors.pdf

This document is the Instructions to Vendors Submitting Bids issued by the State of West Virginia, Department of Administration, Purchasing Division for solicitation CRFQ 0803 DOT2600000030. The solicitation requires attendance at a mandatory pre-bid meeting scheduled for 1:00 p.m. on October 14, 2025, at District Two Headquarters, 801 Madison Avenue, Huntington, WV 25704. Vendors must submit written questions by October 23, 2025, at 10:00 a.m. to John Estep at the Purchasing Division. Bids must be submitted electronically through wvOASIS, in paper form, by facsimile, or by courier on or before November 4, 2025, at 1:30 p.m. to the Department of Administration, Purchasing Division, 2019 Washington Street East, Charleston, WV 25305-0130. Bids will be opened on November 4, 2025, at 1:30 p.m. at the Purchasing Division office in Charleston. Any bid received after the bid opening date and time will result in disqualification.

Key submission requirements include mandatory attendance at the pre-bid meeting with an attendance sheet serving as the official verification document; failure to attend results in bid disqualification. Vendors must provide signatures on all bid submissions and acknowledge receipt of all addenda issued by the Purchasing Division using the Addendum Acknowledgement Form. Unit prices shall prevail in cases of discrepancy, and vendors may bid alternate models or brands if they are at least equal to specified items and include supporting documentation. The State reserves the right to waive minor irregularities, reject any bid in whole or part, and determine vendor responsibility. Vendors must ensure electronic files can be accessed and viewed immediately upon bid opening, as encrypted or password-protected files may be considered incomplete. Communication with State personnel regarding the solicitation is prohibited except through the Purchasing Division, and the State applies reciprocal preference to non-resident vendors receiving home state preference and provides equal preference to small, women-owned, or minority-owned businesses certified in accordance with West Virginia Code.